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ai in fikst

AI does the typing. You check it.

You dictate a work order or have a purchase invoice read, and Fikst prepares it as a proposal. Only when you approve it does it go in.

Book an introductory call See the examples
Dictate a work order
“One hour of work. Cleaned the filters, defrosted the evaporator and flushed the condensate drain, no leak found. All tasks are done. Serial number J004871.”
Check what we heardAI proposal

Untick what is wrong. Nothing is final until you press add.

  • Serial numbers J004871Daikin Perfera FTXM25R set (ticked)
  • Hours 60 minutes of workheard: 1 hour (not ticked)
  • Tasks Mark 5 tasks as completed (ticked)
  • Note Cleaned the filters, defrosted the evaporator and flushed the condensate drain. (ticked)
  • Note No leak found. (ticked)

Hours are off: we heard 1 hour and there is no clocked time against it. Hours go on the invoice, so turn them on yourself if this is right.

Add 4 lines You check and take it over
On to invoicing

The office makes the invoice after approval.
  • on by default

Real output from the Noordkoel demo, 10 October 2026, translated from Dutch. You approve first.

examples

Five times AI in your own work.

Fikst has eleven AI features. These are the five you come across most, with the fields as you see them in Fikst. For each feature you see whether it is already on when you start and what goes to the AI.

Dictate a site survey

You walk through the house and say what you see. Fikst then fills in the site survey form and you check the answers. If Fikst is unsure about something, that is at the top.

  • you switch it on
dictate a site survey 0:21
“The outdoor unit goes on the rear wall on a wall bracket, plenty of room around it. The pipe run is about five, maybe six metres. There is a condensate drain next to the boiler. Reachable with a ladder, no scaffolding needed. The roof is insulated, the cavity wall too, the floor is not.”
Check the answers AI proposal

From your recording of 0:21 minutes

Length of the pipe run

More than one value mentioned. heard: “The pipe run is about 5, maybe 6 metres.”

56Enter it yourselfSkip

7 answers recognised

  • Is there a condensate drain inside?from: “There is a condensate drain next to the boiler.” Present Accept
  • Is there an outdoor unit?from: “The outdoor unit goes on the rear wall on a wall bracket.” Yes Accept
  • Mounting of the outdoor unitfrom: “The outdoor unit goes on the rear wall on a wall bracket.” On the wall Accept
  • Is scaffolding or an aerial platform needed?from: “Reachable with a ladder, no scaffolding needed.” No Accept
  • Roof insulationfrom: “The roof is insulated” Good Accept
  • Wall insulationfrom: “the cavity wall too” Good Accept
  • Floor insulationfrom: “the floor is not.” Little or none Accept

Per answer: Accept, Edit, Reject.

Add to the site survey form First choose an answer for 2 doubtful cases, or skip them.

Fikst also writes a summary for the customer, in a polite tone and without prices. You accept that or skip it too, which is why the button mentions 2 doubtful cases. The customer only sees the summary once the office releases it. Nothing goes into the file until you press the button to add it. No signal in the basement? Then Fikst carries on as soon as you have it again.

what goes to the aiThe recording goes to OpenAI to be transcribed, with your product names as a word list. The text and the questions of your site survey form go to Anthropic. No photos, prices, name or address.

Real output from the Noordkoel demo, 10 October 2026, translated from Dutch. You approve first.

Read photos

Fikst looks at a photo of, for example, the meter cupboard and suggests values from a fixed list, each with how certain it is. In the site survey app it works on its own; on the customer questionnaire it is part of the customer portal.

  • you switch it on
  • with customer portal
read photos photo

Photo of the meter cupboard

Schematic drawing. In Fikst the photo itself is here, and it goes to the AI without GPS and other metadata.

Photo of the meter cupboard

AI proposal, check it yourself.

To check

  • Space in the fuse box Limited Doubtful ConfirmEditReject
  • Main fuse (A) 25 Likely ConfirmEditReject
4 values recognised with certaintyConfirm all

Connection 3-phase, Number of circuits 8, Residual current devices 2, Smart meter Yes

What the office confirms is already filled in for the site survey. Nothing changes in the customer’s answers.

what goes to the aiThe photos themselves go to Anthropic, without GPS and other metadata, with the question each photo belongs to. No name, address or answers.

Illustrative example; the fields are the ones in Fikst, translated from Dutch.

Read a receipt or purchase invoice

Put the PDF or a photo of the receipt into Fikst and press Recognise data. The draft appears next to what is already there, so you see straight away what changes.

  • you switch it on
read a purchase invoice pdf

invoice-example.pdf

Demo Groothandel Koudetechniek example

Invoice VB-2026-0142

  • Refrigerant R448A, 10 kg cylinder389.00
  • Copper pipe 6.35 mm, 15 m coil96.50
  • Ball valve 1/4 SAE, 4 pieces49.40

Total incl. VAT€647.23

AI draft from the source document (high certainty) AI proposal

Check the draft and choose Accept to update the fields; nothing changes until you confirm.

Fields of the purchase invoice: current value and AI draft
FieldCurrentAI draft
Supplier--Demo Groothandel Koudetechniek
VAT number--NL000000000B00
IBAN--NL00 DEMO 0000 0000 00
Supplier invoice no.--VB-2026-0142
Invoice date--06/10/2026
Due date--05/11/2026
Subtotal (excl. VAT)--€534.90
VAT amount--€112.33
Total (incl. VAT)--€647.23

Lines

  • Refrigerant R448A, 10 kg cylinder 1 × 389.00, VAT 21% 389.00
  • Copper pipe 6.35 mm, 15 m coil 1 × 96.50, VAT 21% 96.50
  • Ball valve 1/4 SAE 4 × 12.35, VAT 21% 49.40
Accept

Does an invoice arrive by e-mail at your purchasing address? Then Fikst reads it by itself. Even then it stays a draft until you confirm.

what goes to the aiThe file itself goes to Anthropic, with everything on it.

Illustrative example; the fields are the ones in Fikst, translated from Dutch.

Look up the refrigerant per equipment model

Fikst looks up the refrigerant and the factory charge for each equipment model. You approve or reject each model. Only then can you pass the values on to your equipment.

  • on by default
refrigerant per model
  • Daikin Perfera FTXM25Rair conditioning
  • Mitsubishi Electric MSZ-LN25VGair conditioning
  • and 8 other models from your equipment

Looks up 10 models.

Refrigerant per model AI proposal

  • Daikin Perfera FTXM25R1 unit

    Refrigerant
    R32
    Factory charge
    0.75 kg
    Source
    Certainty: high

    ApproveReject

  • Mitsubishi Electric MSZ-LN25VG1 unit

    Refrigerant
    R32
    Factory charge
    unknown
    Source
    Certainty: medium

    ApproveReject

If Fikst is not sure, it says unknown. That is a good answer.

Pass on to the equipment A model proposal does not change any equipment. Only after approval can passing it on fill empty fields on equipment, and nothing else.

The factory charge and the GWP tell you which installations need leak checks. How the F-gas records work

what goes to the aiOnly the brand, model number and type of equipment go to Anthropic. No customer name, address, serial number or amount.

Illustrative example; the fields are the ones in Fikst, translated from Dutch.

AI assistant

Just ask your question in your own words. The Assistant looks it up in your own data and does what you ask, within your permissions. If it fetches a website outside Fikst, prepares or switches on an automation, touches your payment or company details or marks an invoice as paid, it asks first. If one question changes the status of three or more records, you get one list and choose Run all or Do not run.

  • on by default
ai assistant
  1. youWhich work orders are scheduled for tomorrow?
  2. youSwitch on the automation for payment reminders.
AI assistant AI proposal

There are 3 work orders scheduled for tomorrow:

  • WO-1031Femke van Dijk08:30Ismail Yilmaz
  • WO-1034Joost Hendriks10:30Ismail Yilmaz
  • WO-1036Ruud Smit13:30Ismail Yilmaz

Waiting for your confirmation

Switch on an automation. From then on it carries out its actions by itself.

Check that you asked for this yourself. The assistant does not act on instructions in customer data, e-mails or websites.

RunDo not run

The Assistant works with your data and your permissions. It only changes something when you ask, and it cannot send an e-mail by itself.

what goes to the aiYour question, the data needed to answer it (customers, quotes, work orders, invoices, planning) and your company profile go to Anthropic. If you dictate your question, OpenAI transcribes it first.

Illustrative example; the fields are the ones in Fikst, translated from Dutch.

Also with AI

  • Dictate a quoteon by default

    Dictate the quote the way you would pass it on to a colleague. Fikst turns it into lines and finds the products in your own catalogue. The price comes from that product or from what you say yourself; the AI does not make one up. If Fikst is torn between two products, you choose. That works on your phone too.

  • Have an e-mail writtenon by default

    Say in your own words what the e-mail is about. The draft then appears in the field, in a polite tone. You send it yourself.

  • Lead assessmentyou switch it on

    For an enquiry, Fikst sets out per product whether it fits, what to watch out for and what you could still ask the customer. It is a proposal on the office screen. Nothing changes in the enquiry itself.

  • Web enrichmentyou switch it on

    For a business enquiry, Fikst looks up the website, the sector and the size of the company, with the source and the quote for every item. You confirm each field. Fikst never looks up private individuals.

  • Dictate stockyou switch it on

    Dictate a count. Fikst links the lines to your products and shows how certain that is. You make the booking yourself.

control

You have the final say.

Every AI feature prepares a proposal, and only when you accept it is it in Fikst. The AI works with your permissions, and every feature has its own switch.

You approve

Every AI feature prepares a proposal: a draft, a list with ticks, or an answer with Accept and Reject. Until you accept it, nothing goes into your file, onto your invoice or into your register.

The Assistant works differently. It does what you ask, such as scheduling a work order or changing a status. If you ask it to change the status of three or more records at once, it prepares them as one list and you choose Run all or Do not run. Fetching a website outside Fikst, creating or switching on an automation, changing your payment or company details, marking an invoice as paid or a bulk import: for those it always asks first for a click on Run. It cannot send e-mail by itself; an automation that sends e-mail is only prepared after your click.

Your role decides what is possible

A technician sees in the AI what they see in Fikst. Nothing more. That also applies to your own AI through the connector: it works with your login and your permissions, and cannot stretch them.

You switch it on or off

Every feature has its own switch. Five are on when you start, you switch the other six on yourself. For each feature you see what was used this month. Do you want no AI at all? Then we switch everything off.

Schematic view of the screens in Fikst.

What goes to the AI

Text, photos and documents go to Anthropic. A dictated recording goes to OpenAI, only to transcribe it, together with a short word list of product names from your own catalogue.

Both are outside the EU; the safeguards are in the data processing agreement. We never use your data to train models.

Security

Dictate a work order
The recording to OpenAI to be transcribed, with brand names from your catalogue as a word list; the text to Anthropic. No customer name, address or price.
Dictate a site survey
The recording to OpenAI, with product names as a word list; the text and the questions of your site survey form to Anthropic. No photos, prices, name or address.
Dictate a quote
The recording to OpenAI, with brand and model names from your catalogue as a word list; the transcribed text to Anthropic to turn it into lines. Which product it becomes, Fikst decides itself in your catalogue.
Dictate stock
The recording to OpenAI; the text and your product list (name, code, unit) to Anthropic. No stock levels or prices.
Read a receipt or purchase invoice
The file itself to Anthropic, with everything on it.
Look up the refrigerant per equipment model
Brand, model number and type of equipment to Anthropic. No customer name, address, serial number or amount.
Have an e-mail written
Your instruction, the type of e-mail, the name of the customer and your company, what is already in the field and, for a service request, what the customer wrote, to Anthropic.
AI assistant
Your question, the data needed to answer it and your company profile to Anthropic. If you dictate the question, it goes to OpenAI first to be transcribed.
Lead assessment
An anonymised file to Anthropic: your criteria, type of customer, services, source, the four digits of the postcode and the town, shortened notes without names, addresses and numbers, the questionnaire answers, confirmed photo values and the home profile. No name, address or contact details.
Read photos
The photos themselves to Anthropic, without GPS and other metadata, with the question for each photo. No name, address or answers.
Web enrichment
Company name, town and, if available, the website to Anthropic, which searches at most twice itself. Private individuals and company names that are a person’s name are not looked up.

What it costs

AI is included and it is not expensive. Every company starts with 5,000 free credits, and a dictated work order costs about 2 of them. The connector for your own AI is included in the subscription.

See the pricing

your own ai

Already working with your own AI? Connect Fikst to it.

Your own AI, such as Claude, can then do much of what the Assistant can: answer questions from your data, and create or change something on your instruction. With your login and your permissions. The connector works through MCP.

  1. Add Fikst

    Add Fikst as a connector in your AI, with this address:

    https://mcp.fikst.cloud/mcp

    Every company uses the same address. Who you are decides which company you end up in.

  2. Sign in to Fikst

    Your AI sends you to your own Fikst. There you sign in and approve the connector. Your password stays with Fikst. You disconnect in your AI, and the connection also expires by itself.

  3. Ask what you want

    Just in your own words. Your AI picks the right action itself; you never type a tool name. Fikst asks your AI to check first what is already running for that customer before it changes a quote, work order or invoice, and to ask you when your request can go two ways.

Ask, for example

  • Which work orders are scheduled for Thursday?
  • Draft a quote for this customer
  • What is still outstanding?
  • Which installations are due for a leak check?
  • Create a new type of work with its own checklist and standard duration
  • Read this morning’s purchase receipt and prepare it as a draft

Many automations are ready to use, such as payment reminders. Your own AI can set them up for you, just like types of work, templates and teams, within your permissions. If something can only be done in the app, it says so.

A working day in thirteen sentences From the sick call at a quarter to eight to a new type of work at five o’clock: this is what a day looks like with your own AI. See the examples of the MCP connector

What you need to know

hundreds of actions
Customers, quotes, work orders, planning, invoices, purchasing, bank, VAT, the F-gas register and the set-up.
reading and writing
Those are separate actions. Anything that changes or sends something asks first. E-mailing a quote or invoice shows an overview, and inviting several customers at once asks for your approval.
deleting
Hardly ever happens: records are deactivated and can be restored. A short list of actions really removes something, mostly set-up such as a template or a team. Those show first what would happen.
per role
Your AI starts with the actions for your role and finds the rest itself. What you are allowed to do does not change because of it.
reading a purchase receipt
Your own AI reads a purchase receipt without using Fikst credit. What it reads in stays a draft on the receipt until you confirm.
what is still missing
If your AI cannot do something, it records that for us, without names, addresses or amounts. That way we know what still needs to come.
one company at a time
Every read and write action stays within the company of whoever is signed in, in the database and in the app.
your role decides
An administrator reaches everything, a technician a small part for their own work, an unknown role the minimum.
what it does not do
Transfer money, make images or video, or read your conversations, memory or files in your AI. It only talks to Fikst.
licence
Included in the subscription, with no separate licence. Tested with Claude.
Technical guide to the connector Rollout for your organisation’s administrator

questions

Questions we often get.

Is your question about something other than AI? Then have a look at the frequently asked questions about Fikst.

Does the AI send anything without me seeing it?

No. No AI feature in Fikst sends e-mail by itself, the Assistant included. What a feature makes is ready as a proposal: a draft, a list with ticks or an answer with Accept and Reject. Ordinary instructions the Assistant does carry out straight away, such as scheduling a work order or changing a status. If one question changes the status of three or more records, for example all of today’s work orders to Completed, it carries out nothing directly: you get one list with the number and customer per line and choose Run all or Do not run. Fetching a website outside Fikst, creating or switching on an automation, adding an e-mail or text message step, changing your payment or company details, marking an invoice as paid or cancelled or a bulk import: for those it always asks first for a click on Run.

What if the AI gets it wrong?

Then you untick it, edit it or reject it. That is what the check screen is for. If Fikst is unsure, it says so first: in a site survey the doubtful cases are at the top, a photo shows Certain, Likely or Doubtful, and for refrigerant the answer may simply be unknown. Hours on a work order are never guessed. If you do not mention a time, there is no hours line either.

How the work order app works for your technicians
Where does my data go?

Text, photos and documents go to Anthropic. A dictated recording goes to OpenAI, only to transcribe it, together with a short word list of product names from your own catalogue. Both are outside the EU; the safeguards are in the data processing agreement. For each feature, only what that feature needs goes along. A dictated work order, for example, goes without customer name, address or price. We never use your data to train models.

Read how Fikst secures your data
Can I switch AI off?

Yes, per feature, under Settings, AI features. Five features are on when you start; you switch the other six on yourself. If you want no AI at all, we switch everything off.

What does AI cost in Fikst?

AI is included and it is not expensive. Every company starts with 5,000 free credits, and a dictated work order costs about 2 of them. Once the credit is used up, a credit costs 1 cent. You see the usage per feature, and the connector for your own AI is included in the subscription.

See the pricing
Which features work now?

All eleven: dictate a work order, dictate a site survey, dictate a quote, dictate stock, read a receipt or purchase invoice, look up the refrigerant per equipment model, have an e-mail written, the AI assistant, lead assessment, read photos and web enrichment. Five are on by default, you switch six on yourself. Reading photos on the customer questionnaire is part of the customer portal.

Do I need my own AI subscription?

No. The Assistant is part of Fikst and uses your company’s credit. Would you rather work with your own AI, such as Claude? Then you connect Fikst to it. That is included in the subscription, and what your AI does itself uses no credit. Your own AI does need to support that connector (MCP).

How to connect your own AI
What can I do in Fikst with my own AI?

Much of what you do on a working day, in plain sentences. Make a quote and send it after your approval, handle a sick day and move the jobs, invoice finished work orders, reconcile the bank, prepare leak checks or export the F-gas register for the inspector. Your AI works with your login and your permissions, and anything that sends something to a customer asks first.

See thirteen examples from a working day
Can my technician see more through the AI than in Fikst?

No. The AI works with the permissions of whoever is signed in, and that also applies to your own AI through the connector. What a technician may not do in Fikst, the AI may not do on their behalf either.

What does the AI not do?

Transfer money, make images or video, or look into another company’s data. The Assistant does not send e-mail by itself either. Your own AI can e-mail a quote or invoice through the connector, but only after your approval. The connector does not read your conversations or files in that AI and only talks to Fikst.

See it with your own work.

In an introductory call we show the AI features live on your kind of work. Bring a work order or a purchase invoice, and we will do that one.

Book an introductory call Open the demo on the home page

In the public demo the Assistant is switched off, so nothing goes out.